Systems Manager

Systems Manager Overview

The Systems Manager is your hub for viewing and maintaining the system and installation records we have for your organization and allows you to obtain usage keys (formerly “license keys”) for each of your QuantityWare systems. BCS Release levels are also maintained on this screen.

Usage Key Rules

To support the automated generation of usage keys, the following rules have been put in place:

• Usage key expiries are directly linked to the current “agreement validity expiry”, which is:
  • For test agreements, the end date of the test agreement
  • For productive agreements, the end date of the last paid-for yearly/quarterly period
    • When the invoice for the next period of your agreement is paid, any previously added systems will automatically have usage keys generated / extended accordingly
• SAP Installation numbers are selected from a previously approved list
  • This reduces the chance of error when adding new systems, and helps speed up system addition
  • You can request new SAP Installations via the Systems Manager (see Requesting a New Installation below)
• You may only add systems up to the system limit
  • This is set based on the scale of your QuantityWare agreement
  • You can request system limit increases if required

Adding Flexibility

Both usage key expiries above are usually the responsibility of your organization’s financial representatives. However, to provide some flexibility to your organization’s technical contacts, the following exceptions have been put in place:

• If usage keys are about to expire on a test agreement, technical contacts may request a test agreement extension via a special button in the Systems Manager
• If configured for your organization and if usage keys are about to expire on a productive agreement, we allow a one-off 28 day “emergency extension” of all productive usage keys. This can be performed with a single click in the Systems Manager
• Special 28-day “trial usage keys” can be generated for software that you don’t currently have a productive agreement for– for example, for BCG if you currently have a productive agreement for BCP
  • These allow you to try out our alternative software solutions alongside your current productive software
  • Once generated, you can request extensions of these trial usage keys using the “Request Trial Usage Key Extension” button within each system’s details

Accessing the Systems Manager

You can access the Systems Manager as follows:

• Click “Customer” in the navigation menu
• Select “Systems Manager”

The Systems Manager will load. The Systems Manager and split into four tabs:

• Summary (see right) – View an overview of your organization’s usage keys and installations, the agreement/contract status and the productive software. Warnings for any expiring/expired usage keys and agreement issues will be displayed here clearly.
• Systems – View your list of systems and view the usage keys of any BCP / BCG systems. Add new systems and request usage key extensions (for “trial” systems and when on a test agreement/contract only)
• Installations – View the list of approved Installations for your organization, delete unused installations and request additional installations
• Settings – View and maintain your organization’s BCS Release and SAP_BASIS levels, used for filtering packages in the DataLounge and to assist QuantityWare in supporting your organization.

 

Adding a New System

If you have appropriate access, and your system limit has not yet been hit (if it has, see Requesting a Systems Limit Increase below), you can add new systems and receive usage keys using the Systems Manager.

To add a new system within the Systems Manager:

• Click the “Systems” tab
• Click the “+ Add System” button (at the bottom of the existing systems list)

The new system’s details will be displayed, with default software selected (see right):

• Enter a system name (this will help you identify it when viewing the Systems Manager in future)
• Select a Product (BCP or BCG) if the default does not match your requirement

• Choose an environment from the list
  
• Select the system’s Installation from the list
  

• Enter the system’s 3-character SID
• Repeat the above steps each system you wish to add
• Click “Save Changes” in the Action Bar

The system details you entered will be validated and, if successful, the Portal will add the systems to its records and generate any BCP or BCG usage keys requested.

After a few moments, the page will reload, and a note will be shown to state that the usage key generation (if applicable) was successful. To view your new usage keys, follow the instructions in the View Usage Key Details section below.

Viewing a Usage Key

To view the usage key and key details for an existing system within the Systems Manager:

• Click the “Systems” tab
• Click the relevant system (anywhere on the system record)

The system’s record will expand to display the system details and usage key details.

The usage key, expiry date and status are shown to right of the system details (see right).

• Optionally, click the “Copy” link to copy the usage key to your device’s clipboard.

Usage Key Status

Each system record will display a status icon and description, to help you easily identify systems with expiring / expired usage keys, those with trial usage keys etc.

Archiving a System

To archive a system within the Systems Manager:

• Click the “Systems” tab
• Click the relevant system (anywhere on the system record)
• Click the “Archive” button

The system will be marked as “To Archive”. If you didn’t mean to archive the system, click the “Restore” button now – the archival won’t take place until you click “Save Changes”.

• Repeat the above steps or each system you wish to archive
• Click “Save Changes” in the Action Bar

Each system you requested to be archived will be archived immediately.

Requesting a New Installation

Starting with Portal v4.0.0, usage keys are generated instantly when a system is added via the Systems Manager. To ensure this process is reliable and to reduce the chance of errors, you can only add systems and generated usage keys to those installations made available in a predefined list. You can add installations to this list by requesting installations using the process below.

To request one or more new installations within the Systems Manager:

• Click the “Installations” tab
• Click “+ New Installation”

A new blank installation will be added to the Installations list, along with a “Reasons for additional installation(s)” text field.

• Enter your installation number
• Enter a description of your installation
• Repeat the above steps for each installation you require
• Enter a description of your new installation(s) and why these are required. This will help QuantityWare understand your requirement and allow us to make sure your current agreement scale / complexity level is accurate, prior to granting your new installation(s).
• Click “Save Changes”

Your new installations will be validated and, if there are no issues, a ticket will be automatically raised with the QuantityWare team requesting your changes.

After a few moments the page will refresh, and you’ll see a message to confirm that your request has been sent, along with a link to the Ticket itself (should you wish to add any further comments). Additionally, you will receive an email to confirm that your ticket has been raised with the QuantityWare team. You can view the ticket at any time via the SupportCentre.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decisions regarding each requested installation. You’ll receive a confirmation email explaining the decision(s), and each installation that was approved will now be available within the Systems Manager, listed in the Installations tab and may have new systems added against it – and usage keys generated as required.

Deleting an Installation

You can only delete installations if they are not currently in use by any of the systems for your organisation. Deleting an installation will make it no longer available to any of the systems you add for your organisation, so only delete those you are sure you will no longer require.

To delete an available installation within the Systems Manager:

• Click the “Installation” tab
• Click the “Delete” button for each Installation you wish to remove
• Click “Save Changes” in the Action Bar

Productive Usage Key Extensions

Since Portal v4.0.0, the expiry dates of usage keys are directly linked to the “agreement validity expiry”, which is:

• For test agreements, the end date of the test agreement
• For productive agreements, the end date of the last paid-for yearly/quarterly period

The reason for usage key expiry is usually the responsibility of your organization’s financial or agreement representatives. i.e. the expiration date of usage agreements defines the expiration date of usage keys.

However, to provide some flexibility to your organization’s technical contacts, the following functions have been put in place:

• If usage keys are about to expire on a test agreement, technical contacts may request a test agreement extension
• If configured for your organization and if usage keys are about to expire on a productive agreement, technical contacts may perform a one-off 28 day “emergency extension” of all productive usage keys.

Details of both methods are shown below:

Requesting a Test Agreement Extension

When testing QuantityWare software, sometimes the testing can take longer than the 28 days that our test usage keys are valid for. As the technical team at your organization often lead the testing process, we offer the flexibility for technical contacts to request an extension of the test agreement and corresponding usage keys.

When viewing the Systems Manager for a customer with a test agreement, you will a message like that on the right on the “Summary” tab:

In the above case, to request a test agreement extension via the Systems Manager:

• Click the “Request Extension” within the “Test Agreement” notice

This will automatically create a draft “Test Agreement Extension” ticket, which will list all existing systems for your organization (see right).

By default, the requested expiry is set to 28 days from today’s date.

• Modify the “Requested Expiry” date as required
• Optionally, add any supporting documentation using the attachment upload interface in the “Attachments” tab
• Enter the reason for your extension request. You should specify as much detail as possible as more detail will help QuantityWare process your request quickly and reduces the chance of further questions prior to implementation of your request.
• Click “Submit Ticket” in the Action Bar

Your request will be validated and, if there are no issues, the ticket will be submitted to the QuantityWare team.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decision. You’ll receive a confirmation email explaining the decision, and if your request is approved your agreement will be extended and your usage keys will be extended also. All contacts with the technical role will receive an email that the updated usage keys are available within the Systems Manager.

Performing an Emergency Productive Usage Key Extension

If configured for your organization and if usage keys are about to expire on a productive agreement, technical contacts may perform a one-off 28 day “emergency extension” of all productive usage keys.

If configured and the usage keys are about to expire, you will a message like that on the right on the Systems Manager “Summary” tab:

If you’ve already performed a one-off emergency extension for the current expiry, you will not be able to make another (you’ll see a note stating that you’ve already made the emergency extension) – however, you will be able to raise an Emergency Extension ticket to request an extension from QuantityWare.

If you see the message to the right, then to perform an emergency extension within the Systems Manager:

• Click “Customer” in the navigation menu
• Select “Systems Manager”
• Click “Extend Keys” within the “Invalid Agreement” notice

The portal will extend all productive usage keys on your system to the emergency extension date.

After a few moments, the page will reload, and a note will be shown to state that the emergency usage keys extension was successful. To view your new usage keys, follow the instructions in the View Usage Key Details section below.

Trial Usage Keys

If your organization has a productive agreement/contract with QuantityWare, this is for one of the following QuantityWare products:

• BCP (Bulk Calculations – Petroleum)
• BCG (Bulk Calculations – Gas)
• BCS (Bulk Calculations Solution, which covers both BCP and BCG)

If you have a BCS productive agreement, you may add systems and obtain productive usage keys for both the BCP and BCG software. If you have a BCP or BCG productive agreement only, then you may only add systems and obtain productive usage keys for the BCP or BCG software respectively.

However, we offer a way for you to “try out” our alternative software solutions alongside your current productive software. This is performed via a “Trial Usage Key” of the non-productive software.

Trial Usage Key Characteristics

• Trial usage keys expire 28 days after generation
• Trial usage key expiry dates are not linked to your agreement’s validity expiry, so do not automatically extend whenever your agreement validity is extended
• If your organization chooses to purchase the software you are trying out, and the agreement/contract is modified to support this, any trial usage keys for your organization will be immediately converted to standard productive usage keys and extended to the current agreement validity expiry.

Obtaining a Trial Usage Key

To obtain a 28-day trial usage key, just follow the standard steps to add a new system (see Adding a New System above) but select the software that you do not currently have a productive agreement for (e.g. if you have an agreement for BCG, select BCP).

The only difference in process will be that your environment choices are limited to Development and Sandbox / Test.

Extending a Trial Usage Key

Trial usage keys may be extended on request, as follows:

• Click “Customer” in the navigation menu
• Select “Systems Manager”
• Click the “Systems” tab
• Click the relevant trial system (anywhere on the system record)

The trial system’s record will expand to display the system details and trial usage key details.

• Click the “Request Trial Usage Key Extension” button

This will automatically create a draft “Trial Usage Key Extension” ticket, which will list all existing trial systems for your organization (see right).

By default:

• The “Requested Trial Usage Key Extension” will be set to 28 days from now
• The system you selected in the Systems Manager will be selected for extension.
• Optionally, modify the “Requested Trial Usage Key Extension” date
• Optionally, select any other trial usage keys you wish to extend
• Optionally, add any supporting documentation using the attachment upload interface in the “Attachments” tab
• Enter the reason for your extension request. You should specify as much detail as possible as more detail will help QuantityWare process your request quickly and reduces the chance of further questions prior to implementation of your request.
• Click “Submit Ticket” in the Action Bar

Your request will be validated and, if there are no issues, the ticket will be submitted to the QuantityWare team.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decision. You’ll receive a confirmation email explaining the decision, and if your request is approved each trial system will have a new, extended trial usage key generated. All contacts with the technical role will receive an email that the new usage keys are available within the Systems Manager.

Requesting a System Limit Increase

To prevent misuse of the usage key generation system, the Portal initially limits the maximum number of system records that can be added for each customer. This is set to a level that matches the “scale” of your organization’s agreement/contract with QuantityWare and should offer more than enough flexibility to ensure all required systems can be added to the Portal.

If, however, you hit the system limit but need to add further systems, you may request a system limit increase by either raising a ticket with the “System Limit Change” category via the SupportCentre, or via the Systems Manager as below:

• Click the “Systems” tab
• Click “Request System Limit Increase” / “Request an Increase” below your list of existing systems

This will automatically create a draft “Systems Limit Change” ticket, which will display your current limit and the requested limit (see right).

By default, the requested limit is set to one greater than the current limit.

• Modify the “Requested Systems Limit” as required
• Enter the reason for your limit change request. You should specify as much detail as possible as more detail will help QuantityWare process your request quickly and reduces the chance of further questions prior to implementation of your request.
• Click “Submit Ticket” in the Action Bar

Your request will be validated and, if there are no issues, the ticket will be raised.

The QuantityWare team may have queries relating to your request. If they do, they will reply to your ticket and you’ll receive an email notification. You can reply to the ticket via the SupportCentre to respond to any queries.

After any queries are resolved, the QuantityWare team will confirm their decision. You’ll receive a confirmation email explaining the decision, and if your request is approved your system limit will be increased as requested.

Specifying SAP_BASIS and BCS Release

In Portal V6.5.0 (30th August 2021) onward, you specify the SAP_BASIS and BCS Release levels for your Test / Productive Systems via the “Settings” tab in the Systems Manager.

BCS Release is used as a filter in the DataLounge so that only relevant software / CSPs / notes are presented to you. It also assists QuantityWare in providing you with relevant support for your release of BCS.

SAP_BASIS filters the available BCS Releases for selection, and is required to ensure your organization’s choice of BCS Release supports the system landscape.

Selecting an unsupported release of BCS will display a warning. As of 30th August 2021, BCS Version 30A and above are supported.

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